Idaho Records Center A Program of the Idaho State Archives

Transcription

1 Idaho s Center A Program of the Idaho Archives Administrative s Schedule of the s Management Guide (This Schedule Revised April, 2008) C.L. BUTCH OTTER, GOVERNOR Idaho Historical Society Janet Gallimore, Executive Director Rod House, Archivist Idaho Archives 2205 Old Penitentiary Road Boise, Idaho Phone: (208) rod.house@ishs.idaho.gov Fax: (208) history.idaho.gov history.idaho.gov

2 TABLE OF CONTENTS GUIDELINES... A-9-1 INTRODUCTION TO RECORDS RETENTION SCHEDULE... A-9-2 HOW TO USE THESE SCHEDULES... A-9-4 ADMINISTRATIVE RECORDS... A-9-7 Acknowledgment Files A-9-7 Administrative Hearing Transcripts A-9-7 Administrative Reference / reading Files A-9-7 Administrative Rule s A-9-8 Administrative Rulemaking Files A-9-8 Agency Written Histories A-9-9 Attorney General's Opinions A-9-9 Committee And Administrative Hearing ings A-9-10 Committee And Conference Files A-9-10 Daily Activity Schedules A-9-11 Executive Correspondence A-9-11 Feasibility Studies A-9-11 Finding Aids A-9-12 Forms Development Files A-9-12 Correspondence (Routine) A-9-12 Incoming Document Log A-9-13 Internal Administrative Correspondence A-9-13 Internal Committee And Conference Files A-9-13 Litigation Case Files A-9-13 Mailing Lists A-9-14 Management Improvement Reports A-9-14 Organizational Files A-9-14 Pending Files A-9-15 Performance Audit Reports A-9-15 Policies And Procedures Manual A-9-15 Policy And Procedure Case Files A-9-15 Proposed Legislation s A-9-16 Publications A-9-16 Public Register Sheets A-9-16 s Disposition Files A-9-17 s Management Files A-9-17 s Sheets A-9-17 Technical Reference Files A-9-18 Working Papers A-9-18 SG NUMBER INDEX...L-1 INDEX...1 APPENDIX 9 - Administrative s i

3 APPENDIX 9: RECORDS RETENTION SCHEDULE FOR STATE GOVERNMENT AGENCIES GUIDELINES A record is recorded information, in any form, including data in computer systems, created or received and maintained by an organization or person in the transaction of business or the conduct of affairs and kept as evidence of such activity. The following records retention schedule is reviewed and modified, if necessary, on a yearly basis. The schedule is designed to be a reference in designing individualized agency retention schedules and to provide a level of uniformity in records retention throughout Idaho state government. The Center, Department of Administration, should be contacted regarding proposed changes or modifications to the records in this schedule, or if activities of an agency require different retention. All retention periods are filed by either the fiscal or calendar year. For all UNANNOTATED DUPLICATE COPIES, preferably immediately after administrative need ends by either the fiscal or calendar year. A-9-1

4 APPENDIX 9: Guidelines INTRODUCTION TO RECORDS RETENTION SCHEDULE This schedule is intended for use within an agency s records management program. Regardless, until an agency creates a version of this records retention series specific to its facilities, these are the accepted and established time frames and limitations that should be adhered to. Schedule Headings Definitions Period s : Restricted Access Number associated with each schedule type A general description of the series Office that commonly creates the record and holds it during its active period Time to retain the record; life of the record Where a record goes after its active period A Indicates the record is or may be permanent and have historic value R Indicates a required review by the s Manager to determine value X is vital for immediate operation of the office of origin or the institution. RA Refers to the security needs of a record series. Must be justified. Access to applicable records should be limited to authorized personnel and approved individuals due to privacy and educational interests. Questions about limits should be based on the type of records, its content and the nature of the request for access and use. s may contain, but are not limited to, confidential, personal or proprietary information. : Authorities Federal and laws, regulations or requirements that pertain to the series. Where not specifically referenced, Idaho Code through of the Public s Law has been applied. Note that there are exemptions for the access requirements of this law. These may be noted as well. A-9-2

5 APPENDIX 9: Guidelines Codes (Refer to s Regardless of Format; Type May Vary) AC AV After closed, terminated, completed, expired, settled or last date of contract As long as administratively valuable CE Calendar Year End (December 31 st ) FE Fiscal Year End (June 30 th ) LA UA US Life of Asset Permanent University Archives Until Superseded A-9-3

6 APPENDIX 9: Guidelines HOW TO USE THESE SCHEDULES ESTABLISHING A SCHEDULE This schedule assumes that: The person using it is knowledgeable about his/her office or agency s records; An inventory of the records of the office or agency will be performed; Time will be taken to apply the definitions to the records found on hand; and s will not be ed or reorganized without supervision of the agency s s Manager or consultation with the FUNCTIONS AND TYPES OF RECORDS This schedule is intended to address records common to most offices and agencies of the of Idaho. Not every type of record listed here will occur in every agency. Some agencies will discover they have records that do not appear to fit any of these series. For those records, contact the Archivist or the agency s s Manager for guidance. HIERARCHY OF RECORDS WITHIN AN AGENCY Put simply, not every office holding a copy of a record is holding the record copy. An example is time sheets. The record copy of a time sheet is the one signed and sent to the payroll office. Any copies kept in other offices to confirm later payroll reports (e.g., proper charges to accounts, etc.) are a short-term record, as are any personal copies in other offices. The is the payroll office. When trying to assess the value of a record in the focus area, bear this concept in mind: Where does the ultimate responsibility for a document, report or record lie? There are instances where a record has value for different reasons in different offices. This is the primary reason a physical inventory of records is essential to this process. WHEN A RECORD SHOULD BE RETAINED LONGER THAN ITS RETENTION Documents, regardless of format or storage media (e.g., electronic files), associated with any dispute, audit or legal proceeding should not be ed or altered without consultation with the agency s s Manager, General Counsel, Deputy Attorney General or the CONFIDENTIALITY, RESTRICTED ACCESS AND PUBLIC RECORDS The need to limit access to a record type does not mean that it is unavailable as a public record. Requests for access to public records should be handled by personnel familiar with the requirements of the laws and regulations that apply to the information requested; and For some records flagged in this schedule as RA Restrict Access, copies can be furnished where restricted information is blocked out or redacted to make it available to a public records request. An example is a contract that may be copied if social security number, names, etc., have been obscured. A-9-4

7 APPENDIX 9: Guidelines Concerns about making records available to a public records request should be addressed to the agency s s Manager, General Counsel, Deputy Attorney General or the CREATING AN AGENCY S RETENTION SCHEDULE Once an inventory is completed and a summary of the record series which occur in the agency s office has been compiled, based on this general schedule, a set of decisions will need to be made to establish the for each record type. NOTE: For many common series, like correspondence, the will probably be the office of origin until it is time to transfer the inactive years of material to the Archives. Other records have obvious homes, like payroll records (Accounting or Payroll) and permanent or long-term personnel files (Human Resources). It should be noted that smaller-scale agencies may find that a central office becomes the for many record types because of staffing or the preference of the agency director. For agencies with regional offices around the, these decisions may seem problematic. However, with a careful focus on the needs of the offices within an agency and by consulting the Archivist, these decisions can be made to the benefit of all. One of the established benefits of records management, with improved accountability of the, is efficiency, in both expense and time, of being able to retrieve a record when it is truly needed, without multiple copies taking up space throughout an agency or an office. HOW TO USE THE RETENTION SCHEDULE FORMAT Please consider the sample inserted below. Microsoft Excel was used to create this version of the retention schedule document. The fields of the table should be adhered to for compatibility with other agencies and offices within a given agency. The s Form, an online Excel fill-in form document, may be accessed at adm.idaho.gov/purchasing/record_cnt.htm. A-9-5

8 APPENDIX 9: Guidelines SAMPLE RECORDS SG0110 PERIODIC BUDGET REPORTS Monthly or routine reports on the status of agency appropriation accounts and apportionment, excluding Annual Budget Reports. FE +3, then SG1310 LOSS CONTROL INSPECTION REPORTS An annual self-inspection report used to identify potential hazards within the building or on the agency property. This record may also be used as evidence in defense of a claim. Risk Management US +12, then GUIDANCE: - Retain by agency until superseded or obsolete, then send to Risk Management. SG18312 STUDENTS - FINANCIAL AID RECORDS - FFEL AND DIRECT LOANS s related to borrower s eligibility and participation. All audit requirements to be met prior to disposal. AC +3, then RA-Access: FERPA, Confidential. SG18559 GUIDANCE: - AC - End of the award year in which the student last attended. - based on 34 CFR COMPUTER SYSTEMS - HARDWARE DOCUMENTATION Operational and maintenance requirements of computer hardware, such as operating manuals, hardware configurations, control systems. GUIDANCE: - Series may relate to property management schedules. A X RA Access may be restricted as part of facility security plans. NOTE: A column may be added for specific agency series numbers to allow for associating a records series with an in-house procedure or policy. A-9-6

9 ADMINISTRATIVE RECORDS SG0001 ACKNOWLEDGMENT FILES Acknowledgment, transmittal of inquiries, and requests that have been referred elsewhere for reply. AC +1, then GUIDANCE: - AC - After acknowledgement and/or referral. SG0002 ADMINISTRATIVE HEARING TRANSCRIPTS Transcripts of hearings conducted as part of the regulatory process and hearings on proposed rules and changes; they may be maintained with related information including meeting notices, proofs of publications, meeting minutes, and the conclusions reached. May include audio and video recordings if minutes are not taken. SG0003 ADMINISTRATIVE REFERENCE / READING FILES of all memoranda and correspondence generated by another agency for general reference by all agency employees. AV or 1, then Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-7

10 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0004 ADMINISTRATIVE RULE RECORDS Also known as the administrative record. Information an agency relies upon when making a rule including copies of the proposed rule, change in the proposed rule, and the rule analysis; the public comment received and recorded by the agency during the public comment period; the agency's response to the public comment; the agency's analysis of the public comment; and the agency's report of its decision-making process. Also may include records and other information used by agencies to support rule-making decisions. Agencies are required to file the administrative record along with their responsive pleadings with the court when the rule is challenged. AC +4, then. SG0005 ADMINISTRATIVE RULEMAKING FILES Papers of short-term interest which have no documentary or evidential value. Includes transmittal correspondence, copies of replies which require no administrative action, no policy decision, and no special compilation or research for reply; and quasi-official notices such as for holidays, charity, and fund appeals, bond campaigns, and other similar papers. AV or 1, then Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-8

11 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0006 AGENCY WRITTEN HISTORIES Scrapbooks, photographs, articles, program notes and documentation of events sponsored or funded by an agency. Also included are narrative audio or audio-visual agency histories. This series documents the efforts of an agency or unit to provide informative sessions, short-courses, workshops, training programs, excursions, and celebratory events for members of the institution and the communities it serves. This series may include but is not limited to: materials on planning and arrangements; reports; promotional and publicity materials; press releases and news clippings; photographs; presentation materials and handouts; schedules of speakers and activities; registration and attendance lists; participant evaluations; and related documentation and correspondence. SG0007 ATTORNEY GENERAL'S OPINIONS Legal interpretations written at the request of an agency asking for guidance in enforcing, obeying, and/or interpretation of the law. Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-9

12 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0008 COMMITTEE AND ADMINISTRATIVE HEARING RECORDINGS Audio and video recordings which document what transpired at committee and board meetings, conferences, and administrative hearings. AC +1, then NOTE: If summary minutes of these meetings are not taken, the recordings are permanent and should be transferred to appropriate storage. GUIDANCE: - AC - After meeting minutes have been approved. SG0009 COMMITTEE AND CONFERENCE FILES s created by a committee or conference, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recordings if minutes are not taken. Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-10

13 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0010 DAILY ACTIVITY SCHEDULES s regarding employees who are not executives or exempt status containing substantive information relating to official activities, the substance of which has not been incorporated into official files. Includes calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of employees. s containing substantive information relating to the official activities of high-level officials which are not incorporated into memoranda, reports, correspondence, or other records included in the official files. Include calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of the employees. AC +1, then. SG0014 EXECUTIVE CORRESPONDENCE s not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements. Includes electronic mail that communicates the above. SG0015 FEASIBILITY STUDIES Studies conducted before the installation and implementation of any technology, equipment, process, or procedure. Includes studies and systems analysis for the initial establishment and major changes of these systems. Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-11

14 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0016 FINDING AIDS Indices, lists, catalogues, registers, and other finding aids necessary for the efficient use of other records. AC, then GUIDANCE: - AC - Until records to which they pertain are ed or when no longer needed for reference. SG0017 FORMS DEVELOENT FILES Working papers, background materials, requisitions, specifications, processing data, and control records which provide documentation to the creation and establishment of a form. US +1, then SG0018 CORRESPONDENCE (ROUTINE) Internal or external correspondence regarding general program information duplicated elsewhere, which does not include policy decisions or directives, how the office is organized, how it functions, its pattern of action, procedures, or achievements. s that are general in nature and do not relate directly to PRIMARY program responsibilities of an office or agency. Letters of appreciation, congratulations, charity fund, parking assignments. s of a general nature which would be created in the course of administering agency programs. Information could include office organization, staffing, procedures, and internal communications. Includes electronic mail that communicates the above. AC +3, then Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-12

15 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0020 INCOMING DOCUMENT LOG s which provide detailed information on incoming documents that require distribution or action. AC +1, then SG0021 INTERNAL ADMINISTRATIVE CORRESPONDENCE AC +2, then SG0022 INTERNAL COMMITTEE AND CONFERENCE FILES s relating to executive establishment, organization, membership, and committee policy to handle problems or issues within an agency. AC +2, then GUIDANCE: - AC - After termination of committee. SG0023 LITIGATION CASE FILES Document judicial proceedings, which involve the state agency. Files include some or all of the following documents: affidavits, summons and complaints, responses, orders of dismissals, notice and general appeal, laws and regulations applying to a particular case, legal briefs, transcripts of proceedings, orders, court decisions, and related information. Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-13

16 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0024 MAILING LISTS Lists of individuals, companies, or other entities with which the agency corresponds. Information includes street addresses, electronic mail addresses, and phone and FAX numbers. US, then SG0025 MANAGEMENT IMPROVEMENT REPORTS Reports on analysis and implementation of programs and operation of those programs. AC +10, then SG0026 ORGANIZATIONAL FILES s detailing an organization, which could include charts and reorganization studies. Also administrative maps that show regional boundaries and headquarters of decentralized agencies or that show the geographic extent or limits of an agency's programs and projects. Formally prepared descriptions of the responsibility assigned to the senior executive officers of an agency at the division level and above. Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-14

17 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0028 PENDING FILES AC Papers arranged in chronological order as a reminder that action is required on a given date or that a reply to action is expected and, if not received, should be traced on a given date. GUIDANCE: - AC - Retain until incorporated into official file when reply is received or action taken, retain in conjunction with that record series. SG0029 PERFORMANCE AUDIT REPORTS These are reports written and prepared as a result of a performance audit on state agencies. They contain summary documentation on agencies programs, operations and productivity. The reports may be prepared by internal and/or external resources. SG0030 POLICIES AND PROCEDURES MANUAL Policies and procedures that govern the operation and administration of various programs within the organization. SG0031 POLICY AND PROCEDURE CASE FILES Case Files related to policy and procedure issuances which document the development of the issuance. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel). US +2, then Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-15

18 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0032 PROPOSED LEGISLATION RECORDS s created by governmental agencies for the purpose of proposing legislation. They contain correspondence, memoranda, research information on proposed legislation, fiscal notes, summaries, estimated cost reports, impact statements, and other information documenting the proposed legislation. SG0033 PUBLICATIONS Documents created by the agency, including pamphlets, reports, leaflets, file manuals, annual reports, other published or processed documents, and the last manuscript report, if not published, relating to management projects. Electronic versions of publications may be considered a duplicate if identical. GUIDANCE: - Creating agency shall transfer one copy to Archives when published. SG0034 PUBLIC RECORD REGISTER SHEETS Descriptive listings of agency records transferred to the Archives. Information includes records series number, agency name and address, record series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and date of transfer. Retain by agency for reference Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-16

19 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0035 RECORDS DISPOSITION FILES s which document the destruction of a governmental agency's records, such as destruction letters or destruction logs. SG0036 RECORDS MANAGEMENT FILES s used in creating and establishing records management programs. They may contain records inventories, correspondence, classification designations, records control, equipment, filing procedures/manuals, training information, and other documents created by the Archives and other agencies to facilitate records management practices. May also contain information on records management equipment and/or computer software. SG0037 RECORDS TRANSFER SHEETS Descriptive listings of agency records transferred to the s Center. Information includes record series number, agency name and address, s Officer's name and signature, Chief Administrative Officer's name, record series title and inclusive dates, CLASSIFICATION information, accession number, agency box number, description of box contents, and records center box location. AC +5, then Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-17

20 APPENDIX 9 - ADMINISTRATIVE RECORDS SG0038 TECHNICAL REFERENCE FILES These are documents retained strictly for reference and informational purposes which are not part of any other official files. They include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, extra (non-record) copies of policy and procedure files, brochures, catalogs, vendor price lists, and publications prepared internally and externally. AV or 1, then SG0042 WORKING PAPERS Papers which have a short-term use and comprise the background records, such as preliminary studies, drafts, analyzes, notes, interim reports regarding a particular case files, and financial performance audits. AV, then Codes: AC-After closed, terminated, completed, expired, settled or last date of contact; AV-As long as administratively valuable; CE-Calendar Year End (December 31st); FE-Fiscal Year End (June 30th); LA-Life of Asset; -Permanent; UA-University Archives; US-Until Superseded : A- is or may be permanent and have historic value; R-Required review by the s Manager to determine value. : X- is vital for immediate operation of the office of origin or the institution : RA-Refers to the security needs of a record series. Must be justified. A-9-18

21 SG NUMBER INDEX SG A-9-7 SG A-9-7 SG A-9-7 SG A-9-8 SG A-9-8 SG A-9-9 SG A-9-9 SG A-9-10 SG A-9-10 SG A-9-11 SG A-9-11 SG A-9-11 SG A-9-12 SG A-9-12 SG A-9-12 SG A-9-13 SG A-9-13 SG A-9-13 SG A-9-13 SG A-9-14 SG A-9-14 SG A-9-14 SG A-9-15 SG A-9-15 SG A-9-15 SG A-9-15 SG A-9-16 SG A-9-16 SG A-9-16 SG A-9-17 SG A-9-17 SG A-9-17 SG A-9-18 SG A-9-18 L-1 SG NUMBER INDEX

22 INDEX Acknowledgment Files A-9-7 Administrative Hearing Transcripts A-9-7 s A-9-7 Reference/Reading Files A-9-7 Rule s A-9-8 Rulemaking Files A-9-8 Agency Written Histories A-9-9 Attorney General's Opinions A-9-9 Committee And Administrative Hearing ings A-9-10 Committee And Conference Files A-9-10 Correspondence (Routine) A-9-12 Daily Activity Schedules A-9-11 Data Documentation For Non-Permanent Databases A-9-6 Executive Correspondence A-9-11 Feasibility Studies A-9-11 Files Acknowledgment A-9-7 Administrative Reference/Reading A-9-7 Administrative Rulemaking A-9-8 Committee And Conference A-9-10 Forms Development A-9-12 Internal Committee And Conference - - A-9-13 Litigation, Case A-9-13 Organizational A-9-14 Pending A-9-15 Policy And Procedure Case A-9-15 Technical Reference A-9-18 Finding Aids A-9-12 Forms Development Files A-9-12 Incoming Document Log A-9-13 A C D E F I Internal Administrative Correspondence A-9-13 Committee And Conference Files A-9-13 Litigation Case Files A-9-13 L M Mailing Lists A-9-14 Management Improvement Reports A-9-14 Organizational Files A-9-14 Pending Files A-9-15 Performance Audit Reports A-9-15 Periodic Budget Reports A-9-6 Policies And Procedures Manual A-9-15 Policy And Procedure Case Files A-9-15 Proposed Legislation s A-9-16 Public s Register Sheets A-9-16 Publications A-9-16 s Administrative A-9-7 Administrative Rule A-9-8 Disposition Files A-9-17 Legislation, Proposed A-9-16 Management Files A-9-17 Sheets A-9-17 Reports Budget, Periodic A-9-6 Management Improvement A-9-14 Performance Audit A-9-15 Technical Reference Files A-9-18 O P R T W Working Papers A INDEX